A Step-by-Step Guide to Writing Standard Operating Procedures
Running a business often means you’re juggling many things at once (i.e. client inquiries, project deadlines, invoices, etc.). If you don’t have clear processes in place, things can easily start to slip through the cracks. This can create a ripple effect of inefficiencies within your business.
For you, this might look like scrambling to remember how you handled a specific task the last time you did it, or reinventing the wheel every time you onboard a new client. For your team, unclear instructions can lead to mistakes and delays. And for your clients? They may feel the impact of missed deadlines, inconsistent communication, or subpar service. All of which can ultimately harm the reputation of your business.
That’s why you need Standard Operating Procedures (SOPs).
What Is a Standard Operating Procedure?
A Standard Operating Procedure (SOP) is a step-by-step guide that explains how to execute a task from start to finish. Think of it as a roadmap that anyone in your business (including you!) can follow to complete a specific process.
For example, if you’re onboarding a new client, an SOP might outline:
- What to include in the welcome email
- What necessary documents or information is needed from the client and how to collect it
- How to set up their project in your management software
Why Do You Need SOPs in Your Business?
Standard Operating Procedures are the backbone of a well-run business. They make sure you’re delivering consistent results, keeping quality standards high, and avoiding as many mishaps caused by human error as possible. Plus, they help you and your team work more efficiently and stay on track.
SOPs also come in handy when things don’t go as planned. Whether someone’s out on vacation, dealing with a sick day, or moving into a new role, SOPs make sure everyone else knows exactly what to do. Additionally, they allow you to train new hires faster, saving you time and energy as the business owner. And finally, with clear processes in place, your business can deliver on promises with greater reliability. This enhances your reputation and keeps clients coming back.
In short, Standard Operating Procedures keep your business moving forward, no matter what.
How to Write an Effective SOP
To begin creating Standard Operating Procedures, focus on one or two essential tasks or processes in your business as a foundation. Then, you can slowly expand from there. There’s no need to create SOPs for your entire business at once!
Here’s how to write an effective SOP:
1. Choose the Process
Pick a task or process you perform regularly, especially one that’s crucial to your business operations. For example, client onboarding/offboarding, invoicing, or scheduling.
2. Break It Down into Steps
Write down each step of the process, starting from the beginning and ending at the final result. Be detailed, but not overly complex. Each step should be easy to follow.
3. Clarify Roles and Responsibilities
Indicate who is responsible for each step. If multiple team members are involved, specify their roles to avoid confusion.
4. Use Visual Aids
Add screenshots, videos, or charts when necessary to make your SOP easier to understand.
5. Test and Refine
Have someone unfamiliar with the task follow your SOP. If they can complete the process successfully, your SOP is ready. If not, tweak it until it’s foolproof.
6. Store and Share
Save your SOPs in an easily accessible location, such as a shared Google Drive folder or a project management tool like ClickUp.
If you have a team, it can be helpful to get their input as you’re creating an SOP. They often have insights that can improve the process. And remember, as your business evolves, so will your processes—schedule regular reviews to keep your SOPs up to date.
The bottom line
How to Implement Your SOPs
Once you've documented your Standard Operating Procedures, the next step is implementation—and that’s where tools like Dubsado and ClickUp shine. These platforms help you incorporate your SOPs seamlessly into your day-to-day operations in the most efficient and sustainable way possible.
Dubsado: Dubsado is a client relationship management (CRM) tool designed for freelancers, creatives, and small business owners. It can help you automate key processes like sending contracts, collecting payments, and managing client communication—all of which can be linked to your SOPs. For example, instead of manually handling onboarding tasks, you can create workflows in Dubsado that automatically send welcome emails, gather intake forms, and schedule discovery calls. These workflows essentially become automated versions of your SOPs, ensuring consistency and saving you time.
ClickUp: ClickUp is a project management tool designed to break down complex processes into manageable tasks. It can help you map out the steps of your SOPs, assign tasks to team members, set deadlines, and monitor progress. Plus, its templates and automation features make it easy to replicate processes for recurring projects.
Creating SOPs is the first step toward building a more streamlined and scalable business. But if you’re ready to implement sustainable tech solutions that will grow with you, we’re here to help. Reach out to us here to discover how we can help build your ideal Dubsado or ClickUp ecosystem.